Administrative Assistant (DHS)

Reporting Relationships: The Administrative Assistant reports to the Program Director.

Principal Duties and Responsibilities:

Under the general supervision of the Program Director, Administrative Assistants are expected to perform the following principal duties and responsibilities.

• Provide administrative support to the Program Director and Director of Social Service.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Act as primary point of contact for the Program Director and respond to internal and external department requests
• General administrative duties such as copying and transmitting documents using various media.
• Handle office petty cash funds as the custodian, with oversight from the Program Director.
• Assist the Program Director with tracking time and attendance of employees, as requested.
• Provide timely reminders to the Program Director of key deadlines/trainings/events
• Assist the Program Director with the submission of employee program access to external departments, as requested.
• Organize and maintain files and databases in a confidential manner
• Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
• Screen phone calls, redirect calls, and take messages
• Attend staff meetings and supervisory sessions, take minutes for meetings as required.
• Schedule all office equipment repairs and servicing as needed.
• Ensure that fax and copy machines are in working condition.
• Receive invoices from contracted security and review for accuracy
• Order, receive, track, store and distribute office supplies.
• Perform other tasks and assignments as requested.